Office Manager & Administration Coordinator

Job Description

Job Description

Office Manager & Administration Coordinator

About the Company

We are a small, growing manufacturing company that produces specialized products for the copper metallurgical industry. In addition to manufacturing, we provide repair, refurbishment, and maintenance services to the copper industry throughout North America.

We are looking for a hands-on, organized, and self-motivated Office Manager who enjoys working in a small business environment where flexibility, initiative, and attention to detail are essential.

Position Summary

The Office Manager will be responsible for managing the company’s day-to-day administrative operations while providing support in accounting, purchasing, human resources administration, customer service, and logistics. This position plays a key role in supporting the efficient operation of the business.

Essential Responsibilities

• Manage the daily administrative functions of the office.
• Prepare customer quotations, sales orders, invoices, and related documentation.
• Perform basic bookkeeping functions, including accounts payable and accounts receivable support, and coordinate with the external accounting firm.
• Maintain organized business records and administrative files.
• Support payroll processing and employee administration, including personnel records and compliance with employment and payroll regulations.
• Coordinate purchasing activities and maintain relationships with vendors and suppliers.
• Assist with import and export documentation, shipping coordination, and customs-related paperwork.
• Coordinate office supplies, equipment, and general administrative services.
• Communicate professionally with customers, suppliers, and service providers.
• Perform banking, purchasing, deliveries, and other business-related errands using a company vehicle.
• Provide administrative support to management and assist with special projects as needed.

Required Qualifications

• Minimum 5 years of experience in an Office Manager, Office Administrator, or similar administrative leadership role.
• Experience working in a small business, manufacturing, industrial, engineering, or technical service environment is strongly preferred.
• Working knowledge of:
  Basic accounting and bookkeeping.
• • Preparing customer quotations and invoicing.
  • Payroll administration and basic employment law compliance.
  • Purchasing and vendor management.
  • Import/export documentation and international shipping procedures.
• Strong organizational, planning, and multitasking skills.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and integrity.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Valid driver’s license with a clean driving record and willingness to operate a company vehicle for business-related errands.

Preferred Qualifications

• Basic conversational Spanish.
• Experience using accounting or ERP software (QuickBooks, SAP Business One, NetSuite, or similar).
• Experience supporting operations in the mining, metals, manufacturing, or industrial services sectors.

Personal Characteristics

The successful candidate will be:

• Highly organized and detail-oriented.
• Self-directed and capable of working with minimal supervision.
• Comfortable managing multiple priorities simultaneously.
• Resourceful and proactive in solving problems.
• Dependable, trustworthy, and committed to maintaining confidentiality.
• A team player with a positive attitude and a willingness to assist wherever needed in a small company environment.

Company Description

Our story
TCT ́s Story start with ICL, a Chilean company founded in 1999 in the city of Calama, mining capital of Chile and the world. Since our beginnings, the main aim has been the loyalty of our customers and the commitment to the quality of our products, through our refined processes.
Currently the company continues to innovate and develop in search of Mining 4.0, always finding the most suitable ways to optimize our processes and those of our customers.

Innovation and technology add up to the important steps we have taken in our history. In order to protect our future, we consolidate our present with the values that define us. . In 2023 we opened our plant in Tucson Arizona to deliver our product in North American market.

Company Description

Our story\r\nTCT ́s Story start with ICL, a Chilean company founded in 1999 in the city of Calama, mining capital of Chile and the world. Since our beginnings, the main aim has been the loyalty of our customers and the commitment to the quality of our products, through our refined processes.\r\nCurrently the company continues to innovate and develop in search of Mining 4.0, always finding the most suitable ways to optimize our processes and those of our customers.\r\n\r\nInnovation and technology add up to the important steps we have taken in our history. In order to protect our future, we consolidate our present with the values that define us. . In 2023 we opened our plant in Tucson Arizona to deliver our product in North American market.